Minutes of the meeting of the Maresfield Parish Council held on

 Tuesday 18 November 2003 in the Maresfield Parish Hall

Present:  Cllr W King (Chairman), Cllr P Tester, Cllr H Fry, Cllr J Gutteridge, Cllr G Hardy, Cllr S Leaney, Cllr K Ogden, Cllr T Sparrow, Cllr C Stephens, Cllr R Street, Cllr R Tester,  Cllr R Woodgate.  District Cllr F Brown, District Cllr J Hollins, District Cllr Mrs S Martin, District Cllr Mrs P Kennedy.  County Cllr T Reid.  Clerk: Sue Wilson, Clerk (in training) Anthony Allen. 

There was one member of the public present, Mr Neville Rhodes, who had no questions.

District Cllr Mrs P Kennedy, as a Resident of Maresfield, read out a letter to the Chairman concerning the outcome and the attitude of some of the Parish Councillors at the Planning meeting, held on 27^th October, with regard to parking in Maresfield. The Chairman explained that he was not at that particular meeting, but that he would speak to the Chairman of the Planning meeting, and other Parish Councillors who were present, and respond to Mrs Kennedy at the earliest opportunity.                                                                                         Action: Chairman

The Chairman opened the meeting.

1.1            Apologies for absence were received from Cllr Mrs S Weekes and District Cllr N Buck.

1.2            Declarations of interest.  There were none.

2.1            Minutes of last meeting for approval.  Cllr Fry asked that the words in the fourth line of Para. 2.1 “Cllr Sparrow proposed the minutes be adopted” be amended to read “Cllr Sparrow proposed that the amended minutes be adopted”. Cllr Fry also asked for the words in the penultimate line of Para. 3.1 “be studied” be amended to “be assessed critically”. The minutes were approved as amended.

2.2            Matters arising from the minutes of the last meeting. Cllr Sparrow stated that P4 Item 4, Noticeboards outside Parish Office, was progressing slowly.  The Chairman queried whether under P4 Item 7, Ashdown Business Park Working Party, the site had been cleaned up and was informed by Councillors that it had. The Chairman informed the meeting that the Parklands lease was now to hand and that authority for signing would be sought at the next Council meeting. Cllr Street asked CCllr Reid whether the figures referred to in Para. 3.1, relating to the resulting increase in traffic using the A22 through Forest Row and Nutley due to the proposed East Grinstead relief road, were available. CCllr Reid stated that he had no up to date figures to hand but would chase them up.

                                                                                                Action: CCllr Reid

3            Reports by and questions to:

3.1            County Councillor.  CCllr Reid reported that the Deputy PM Revenue Support Grants were to be announced on 19^th November.  

3.2            District Councillors.  DCllr Mrs Martin reported on the following items:-

Planning – a review has been taking place regarding the two planning committees – Development Control North and Development Control South.  It is proposed that the numbers are reduced to 12 per Committee and that the local Ward Member, although able to speak at Development Control Meetings, will be unable to vote on a matter in their Ward.  The importance of delegation will have an increased role in the future – i.e. that fewer applications are referred to the Development Control Committees – and the delegated decision will be given to the Ward Member with reference to the Chairman of the Committee being consulted for further determination.

Comprehensive Performance Assessment – this has now been completed and a decision will be announced in late January.  All indications are that Wealden had performed very well and Officers and Members were anticipating an outstanding report for the District.

Council Meeting minutes 18 November 2003                                        Page 2

Complaints to Wealden District Council – A guide to the Public on Formal Complaints procedures have been up-dated and these will shortly be published.

Ashdown Business Park – A sale price has been agreed on this site and issues surrounding use of the land and covenants have been resolved with both the County Council and the proposed developer.  However, progress towards the final transfer of the land continues to be slow.  Travellers have been resident on the site during the summer and Court action has been taken, but, again, this has been slow, but an outcome is hoped for shortly.

DCllr Mrs Kennedy asked the Chairman for clarification of the circumstances in which a Councillor, should declare an interest at a Planning meeting and when he must leave the room. The Chairman stated that an interest for declaration occurs when the matter affects the Councillor more than it affects the generality of parishioners, and the need to leave occurs when a Councillor’s presence would be prejudicial (that is the Councillor may be seen as unable to come to a view without personal interests coming into consideration) and that the question of leaving the room is a subjective one for the Councillor to decide at the time. He emphasised that it is not for a committee to decide what is right; it is for individual Councillors. In case of malpractice, a complaint procedure exists for our Council, which is via V Scarpa of Wealden District Council.

DCllr Hollins reported that he had met a PC Ian Wallwork on Ashdown Forest, who said that he was the policeman responsible for the south end of Ashdown Forest. The Chairman stated that this was the first he had heard of this PC, and in fact that the Parish Office had been contacted by a WPC Cathy Cole who is known to be responsible for Nutley and Fairwarp. We shall ask the police if we can have one PC to liaise for the whole parish.

Action: The Clerk

4.1            Committee reports and minutes; Report, questions and issues:

1            Planning.  Cllr Ogden stated that he had no points to report, further to the minutes that had been circulated. The Chairman queried whether, under Item 4 of the Planning minutes of 27^th October, District Councillors could comment on the statement that, with regard to Vodafone telephone masts, Planning Authorities did insist on co-operation between providers as a condition of planning approvals. Cllr Leaney stated that he had spent about 30 hours researching masts and PPG8, and that Vodafone had not considered the question of sharing masts, therefore their applications before the District Council on 20^th November should hopefully have little chance of being approved.

The Chairman queried whether, under Item 5 of the Planning minutes of 27^th October, regarding the AIRS Affordable Housing survey, the comment that “no hard figures were derived from it”, meant that the survey did not do its job. Cllr Ogden stated that the survey was adequate but that there were a few queries that were being followed up. Cllr Leaney pointed out that an expert would probably be needed to interpret the AIRS figures. DCllr Brown stated that the figures sometimes quoted for those needing Affordable Housing could seem lower as there is a need to define the local need exactly, i.e. those already in the Parish vs. those wishing to move in.

2            TEWP.  Cllr Sparrow stated that he would answer any points raised at the meeting relating to this Working Party. Cllr P Tester asked that the next TEWP meeting reviews the impact of the school children’s road safety posters that are on display in the Parish, as it was generally thought that the writing and pictures on these are too small to be effective, a view shared by most of those present. Cllr Sparrow pointed out that these pictures were from the Nutley School competition and not originally thought of as traffic control signs, but that another competition to be held in Maresfield would be briefed to make the content of the pictures larger.

3            F&GP Committee. Cllr Sparrow stated that there were no new minutes to submit to the meeting, but that he was pleased to report that the  budget spend was right on track and that the details would be analysed at the next F&GP meeting, along with the drafting of the Precept. Cllr Sparrow stated that Committee Chairmen need to advise the Clerk of any more expenditure needs by the 21^st November. Action: Committee Chairmen

Council Meeting minutes 18 November 2003                                        Page 3

4.2            Outside bodies reports:

1            Ford's Green Committee.  Cllr R Tester reported that £5,000 had been spent on new showers, that fencing (financed by a District Council grant) would be completed in the next 2-3 weeks and that new woodchips had been laid in the playgrounds.

2            Maresfield Conservation Group (MCG).  Cllr Woodgate stated that he was unable to attend the last meeting. Cllr Ogden reported that the MCG main Committee had met to discuss the closure of School Hill and that ESCC want a survey of residents prior to the start of the trial. The Chairman questioned whether a survey was only needed at the end of the trial closure, but Cllr Sparrow stated that further consultation was needed. The Clerk stated that a sketch and questionnaire was to be circulated to Maresfield residents with the next issue of the Parish Matters newsletter.

Cllr Gutteridge expressed his thanks for the Parish Council’s donation to the Group of £500.

3            Maresfield Recreation Ground Committee.  Cllr R Tester reported that new woodchips had been laid in the playground with the help of the two local girls who had misbehaved riding their horses on the Rec. during the summer. He stated that the Football Club had no problems with parking and that organisations using this facility should control their own users parking. Cllr R Tester said that there is a field next to the Recreation Ground for which planning permission is being sought for it to be used as a football pitch, in which case, if approved, it would need its own parking area. Cllr R Tester said that there was a misunderstanding over the car boot sale events in that the organisers thought they had permission to hold 10 events, whereas in fact the Parish council had specified that each event must be approved separately. Cllr Hardy reported that the Football Club still wanted a thorny hedge removed as it was bursting footballs which cost approx. £38 each to replace.

The Chairman stated that the Recreation Committee should deal with these issues in the first place and that the Parish Council should not deal with the clubs directly.

Cllr Leaney pointed out that the same issues relating to this facility keep resurfacing at this meeting and several others, and remained largely unresolved and are taking up too much time. The Chairman agreed and stated that the Maresfield Recreation Ground and associated issues would be reviewed in a meeting between himself, Cllr R Tester and Cllr P Tester (being the two Councillors with most local and long-standing knowledge of the facts; other Councillors for the Maresfield ward would be welcome to attend too). Action: Chairman to meet with Cllr R Tester and Cllr P Tester.

4            Wealden District Association of Local Councils.  Cllr Sparrow reported that a letter has been sent to ODPM re. Travellers

5                    Action in rural Sussex. Cllr Sparrow reported that, at the recent AIRS AGM, concern was expressed that the work of this body was not widely understood and that its identity as an advisor on policy and support to people at the “grass roots” needed to be worked on.

6                    Wealden Local Strategic Partnership. Cllr Sparrow reported that there had not been a meeting of the LSP since the last Parish Council meeting. £500 grants are still available towards establishing Parish Village Plans.

7                    Sussex Association of Local Councils.  Cllr Sparrow reported that SALC had their AGM the in the week previous to this meeting with great emphasis being put on Parish Councils to attain Quality status and to keep abreast of changes in planning regulations and procedures.

Items 4.2.8 and 4.2.9 on the Agenda are duplications of Items 4.2.5 and 4.2.6.

Council Meeting minutes 18 November 2003                                        Page 4

10            Community Rail Partnership. Cllr Sparrow reported that the East Sussex CRP were concentrating on rural lines with regard to improvements in stations, connections with other transport and the funding to place rail/station staff on the Uckfield, Marsh Link (Hasting–Ashford) and the Lewes–Seaford lines.

Cllr Fry asked who is looking at the line between Uckfield and Lewes. Cllr Sparrow said that the County Council are looking at reopening this line following campaigning by the Uckfield Line Committee. CCllr Reid said that the County Council is trying to meet consultants appointed by SEERA regarding the increased investment opportunities that would arise if this line is reopened, e.g. increased house prices and developments serviced by a rail link. CCllr Reid stated that developers were informally showing interest, but that the County Council will need to see a formal report before a Business Plan is put to Government.

CCllr Reid left the meeting

5            Chairman's Report.  The Chairman reported that he had met with the Clerk and the new Clerk and was pleased to report that the hand-over process was harmonious and very productive.  On the 18^th October the Chairman met with new Councillors and a lot of helpful thoughts and ideas were raised and these will be brought to the next Council meeting or the one after.  Regarding the Annual Assembly the Chairman stated that apart from the suggestion of Dr Prendergast by DCllr Hollins at the last meeting, no other suggestions had come forward.  The Chairman said that one possibility may be to give a platform at the Annual Assembly to the two village schools.

6          Clerk's Report.  The Clerk had nothing to add to her written report.  The meeting was pleased to note that the Parish had been allocated a police officer and instructed the Clerk to invite WPC Cathy Cole to the next meeting.  Action: Clerk to invite WPC Cathy Cole to the next meeting.

7            Payments to be made: for approval.  Cllr Sparrow proposed that the list of payments be approved.  This was agreed unanimously.

8          Other items:

1            Approval of new Clerk as bank signatory.  The Chairman proposed that the new Clerk is made a bank signatory and reminded the meeting that control over cheque signing was by having the need for a second signatory on each cheque, and that all payments would need to be approved at each Council meeting as usual.  It was unanimously approved that the new Clerk be made a bank signatory and resolved as set out in Barclays standard form resolutions as summarised to the meeting by the Chairman and attached to the minutes.

2            Training for new Councillors. The Clerk stated that a one day training course for new Councillors will be held on 17^th January 2004 and that she had tried to pre-book, but application is only being allowed once the necessary forms have been received.  Cllr Sparrow urged all Councillors to attend if they have not had this training.  This was endorsed by the Chairman.  The Chairman informed the meeting that the new Clerk had attended a one-to-one training day with SALC.

3            Portfolio allocation.  The Chairman asked Councillors to volunteer for portfolio allocations if they had not already, but to ensure that they do not volunteer for too much.  The Chairman and Cllr Fry will lead in police matters.  Cllr Gutteridge will lead on the Local Waste Plan.  Cllr Leaney will lead on Parish Matters, newsletters, mobile phones and Affordable Housing.

Cllr Leaney proposed that Cllr Miss M Thomas be responsible for AONB, SSSI. Action: Chairman to discuss with Cllr Miss M Thomas.

Cllr Fry will lead on buses.  The Chairman stated that more tree wardens were required as support for Cllr Hardy and Cllr Stephens who will train them.  Cllr Street expressed the need to ensure that more than one Councillor is allocated to each portfolio to ensure adequate cover.

The Chairman stated that a watching brief is needed on medical issues as these are becoming more important as the Local Plan progresses, with the likelihood of having more people in the Parish, putting an added burden on existing medical services.  The Chairman has some information to hand if anyone needs it.

Council Meeting minutes 18 November 2003                                        Page 5

Cllr Sparrow stated that there had been some small progress relating to youth in the Parish, but that a Councillor is needed to champion this.

Cllr Sparrow stated that Agenda 21, which looks at cross county issues concerning environmental policy, has not been very effective.

Action: All Councillors to inform the Chairman or Clerk of additions and changes to the portfolio list.

4            Bid by Civil Protection Sub-Committee for funds. Cllr Street stated that the Parish Office will be the control centre in a civil emergency, but that control rooms are also required in the Fairwarp and Maresfield village halls, hence the need for maps and other stationery items – Bid Item 1.  The Chairman pointed out that additional stationery items will need to be added to the bid, eg for “Red Books” for contact numbers.

Cllr Street stated that in an emergency the cellphone system will probably be unavailable as it will be exclusively used by the emergency services, hence the need for telephones and phone lines – Bid Item 2.  Signal checks will be made to prove the need for an aerial extension at the Parish Office.  Cllr Sparrow said that village halls may share the cost of installed telephones.  Cllr Street is seeking the permission of village hall committees for the installation of phones, and the possibility of shared facilities is also being considered. but that they may have some concerns with regard to security and control of use. Cllr Fry reported that the Churches are prepared to co-operate with emergency planning.

Cllr Street stated that a generator has been offered for sale by the Nutley Bowls Club which needs some repairs and will be sited at the Parish Office - Bid Item 3.  Cllr Sparrow asked that the possibility of purchasing a more modern and portable generator be considered.

Cllr Street reported that the Civil Protection questionnaire will be distributed with Parish Matters with responses collated on a database - hence the need for Bid

Item 4 - MS Access software.

Cllr Street stated the need to keep people informed during an emergency hence the need for Bid Item 5 - loudhailers.  It is anticipated that three hand-held loudhailers will be required, ie one per village.

Cllr Sparrow asked that Civil Protection bids are separated between this and the next financial year, with bid amounts submitted to F&GP by the 21^st November. Action: Cllr Street to inform F&GP of CP bid amounts for this and the next financial year.

5            Unlawful occupation of land by travellers.  DCllr F Brown stated that this subject has been put before the Social & Cultural Review Committee which will be meeting on the 7^th December (postponed from 20^th October).  Councillors and/or the Clerk can go to this meeting and DCllr F Brown will confirm venue and time.  This Committee considers this to be a major issue for consideration, particularly now that tougher laws have been enacted in the Republic of Ireland and the potential of this making problems worse in England.  The Chairman stated that the issue of travellers is for owners of land affected by their occupation, which includes Maresfield Parish Council as owners of land such as Maresfield Recreation Ground.  The Chairman recognised that parishioners will look to the Council for help and advice.  Action: Clerk to liaise with DCllr F Brown and keep abreast of developments.

Cllr R Tester stated that in his opinion the law relating to travellers needs completely revising.  Cllr Ogden stated that he has seen travellers locally and DCllr Brown stated that he has seen some in Fletching.  Cllr Street stated the need to consider preventative measures for Maresfield Recreation Ground.  Action: Clerk to contact police, Ashdown Forest Conservators and other relevant bodies regarding their policies towards travellers.  Action: Clerk to assess possible target areas for travellers within the Parish.
Council Meeting minutes 18 November 2003                            Page 6

Other Matters Arising: Cllr Fry stated the need for a review of current Standing Orders.  The Chairman stated that this matter was in hand and that a meeting is to be arranged by the Clerk. Action: Clerk to arrange meeting to review Standing Orders.

Cllr Fry queried the current procedure for the appointment of the Chairman of TEWP stating that the current one year term rotating between villages was not effective.  The Chairman stated that the Remits Sub-Committee has started to look at this issue.

Cllr Fry asked that the Council accept the sentiment of the need for recognising and communicating thanks and offering support to bodies and individuals doing good work for the Parish, eg. The Nutley Village Day Committee.  The Chairman stated that he and Councillors try to attend all fetes and various other activities and will always thank the relevant Chairmen, and others involved, in person.  After a short discussion the consensus of the meeting was that the Parish Council already does a great deal towards expressing thanks and offering help on a face-to-face basis.  It was thought that writing letters after the event could seem patronising, but that mention of some events could be made in Parish Matters and the Chairman’s entry in the Parish magazines.

The Chairman and all present expressed their great thanks and appreciation to Sue Wilson, the current clerk, for her eight months of hard work.  Sue will be leaving on the 21^st November.  A gift of flowers was presented by the Chairman.

There being no further business the meeting closed at 9.25pm.